title III GRANT MANAGER TRAINING MANUAL September 2011

Transcription

1 title III GRANT MANAGER TRAINING MANUAL September 2011 Training Conducted by: STACIE WADE Phone: (615) E- mail:

2 Table of Contents Section 1: Operational Expense Transactions Purchase Requisitions... Pages 1-4 Copies... Pages 5-8 Section 2: Travel Expense Transactions... Pages 9-12 Section 3: Personnel Expense Transactions Employee... Pages Graduate Assistant... Pages Graduate Assistant Awards... Pages Section 4: Scanning Documents... Pages Section 5: Generating Reports... Pages i

3 Grant Manager v.10 To log on to the Grant Manager system, please enter the following address into your web browser: This address will take you to the main login page for Grant Manager. If you have logged in properly, the system will prompt you to enter your User ID. Below is the User ID for Title III: GX21604 This code allows access to the online hosting site so please do not share this number with anyone that is not a Grant Manager user. Please save this webpage to your favorites, and make a shortcut to the webpage on your desktop in order to easily access the Grant Manager system. The webpage will save as GO-Global. Once you have entered the code. You will be asked to enter your user name and password. You will be assigned a password and user name by the Title III office. User Name Password Now that you are logged into the system, you will see the main modules page: To get started, click the transactions box: A blank screen should appear. If another transaction appears, click the save button on the toolbar to start a new transaction. ii

4 Transaction Data Transaction Number - Enter the purchase requisition number generated by SciQuest in this field. (PR ) Description - Enter a description of the order. Vendor - Enter the vendor s name, then press Enter on your computer. (Many of the vendor names are already in the system. If it is a new vendor, you will be prompted to enter the vendor s information on a different screen.) Click Add to lookup file (Details) to enter the new vendor s name and address. Click the Edit Items button to save the information. (If another screen appears, just close out of that screen.) The information for the vendor should appear in the vendor section. Click the Batch Data tab at the top of the page to move to the next step. Operational Expense Transactions - Purchase Requisitions 1

5 BATCH DATA Description - Enter a description of the information. Notes - Enter additional information in this section. Click the Items tab at the top of the page to move to the next step. Operational Expense Transactions - Purchase Requisitions 2

6 ITEMS Click the blank page symbol (highlighted with a red circle) to start entering information for the transaction Tab over to Description - Enter the same description from the first two steps) Tab over to Qty - Enter the number 1. (The quantity will always be 1 since you are entering the total amount of the requisition.) Tab over to Unit Price Enter the total amount of the requisition and press enter on your computer. If you have entered this information correctly, the total amount of the requisition should appear at the bottom of the page. Click the Accounting tab at the top of the page to move to the final step. Operational Expense Transactions - Purchase Requisitions 3

7 ACCOUNTING Click the blank page symbol in the account distribution section. Enter the account number that the transaction was charged to in SciQuest. The account number should be entered in the following sequence: Fund, Org, Program, and Object Code. Example: The object codes for requisitions are and Although the requisition may have additional numbers after 74 and 78, only use and to record transactions. Tab over to the percent (%) column Enter 10% Press Enter on your computer. Your transaction is complete! The balance at the bottom of the screen should be with a check mark beside it. If the transaction is not balanced, check the amount on the Items page with the amount on the Accounting page. Operational Expense Transactions - Purchase Requisitions 4

8 TRANSACTION DATA Transaction Number - Enter the transaction number by using the activity number, the word copies, and the fiscal year. Ex. 01-Copies-12 Description - Enter Duplicating Charges in the description box. Vendor Enter TSU. Click the Batch Data tab at the top of the page to move to the next step. Operational Expense Transactions - Copies 5

9 BATCH DATA Description Enter Duplicating Charges. Notes - Enter additional information in this section. Click the Items tab at the top of the page to move to the next step. Operational Expense Transactions - Copies 6

10 ITEMS Click the blank page symbol (highlighted with a red circle) to start entering information for the transaction Tab over to Description - Enter the date on the invoice Ex. date of copies - (11/01/2011) Tab over to Qty - Enter the number 1. (The quantity will always be 1 since you are entering the total amount of the requisition.) Tab over to Unit Price Enter the total amount of the invoice and press enter on your computer. If you have entered this information correctly, the total amount of the requisition should appear at the bottom of the page. Click the Accounting tab at the top of the page to move to the final step. Operational Expense Transactions - Copies 7

11 ACCOUNTING Click the blank page symbol in the account distribution section. Enter the account number. The account number should be entered in the following sequence: Fund, Org, Program, and Object Code. The object code for this transaction is Example: Tab over to the percent (%) column Enter 10% Press Enter on your computer. Your transaction is complete! The balance at the bottom of the screen should show with a check mark beside it. If the transaction is not balanced, check the amount on the Items page with the amount on the Accounting page. Operational Expense Transactions - Copies 8

12 TRANSACTION DATA Transaction Number - Enter the travel requisition number generated by SciQuest in this field. (T ) Description - Enter a description by indicating the traveler s name, date of travel, and name of conference. Vendor - Enter the vendor s name, then press Enter on your computer. (Many of the vendor names are already in the system. If it is a new vendor, you will be prompted to enter the vendor s information on a different screen.) Click Add to lookup file (Details) to enter the new vendor s name and address. Click the Edit Items button to save the information. (If another screen appears, just close out of that screen.) The information for the vendor should appear in the vendor section. Click the Batch Data tab at the top of the page to move to the next step. Travel Expense Transactions 9

13 BATCH DATA Description - Enter a description of the travel (same description from the first step). Notes - Enter additional information in this section. Click the Items tab at the top of the page to move to the next step. Travel Expense Transactions 10

14 ITEMS Click the blank page symbol (highlighted with a red circle) to start entering information for the transaction. Tab over to Description - Enter a description of the travel (ex. Total amount of travel requisition). Tab over to Qty - Enter the number 1. (The quantity will always be 1 since you are entering the total amount of the requisition.) Tab over to Unit Price Enter the total amount of the requisition and press enter on your computer. If you have entered this information correctly, the total amount of the requisition should appear at the bottom of the page. Click the Accounting tab at the top of the page to move to the final step. Travel Expense Transactions 11

15 ACCOUNTING Click the blank page symbol in the account distribution section. Enter the account number that the transaction was charged to in SciQuest. The account number should be entered in the following sequence: Fund, Org, Program, and Object Code. Example: The object code for travel is Although the requisition may have additional numbers after 73, only use to record transactions. Tab over to the percent (%) column Enter 10% Press Enter on your computer. Your transaction is complete! The balance at the bottom of the screen should be with a check mark beside it. If the transaction is not balanced, check the amount on the Items page with the amount on the Accounting page. Travel Expense Transactions 12

16 TRANSACTION DATA Transaction Number - Enter the transaction number by using the activity number, number assigned to the employee (1,2,3, etc), and the fiscal year. Ex. 01-Emp01-12 (Employee) Ex. 01-ESP01-12 (Extra Service Pay) Description Enter the employee s name and position title (if recording extra service pay, please indicate after the position title) Vendor - Enter the employee s name, then press Enter on your computer. (Many employees names are already in the system. If it is a new employee, you will be prompted to enter the employee s information on a different screen.) Click Add to lookup file (Details) to enter the new employee s name and address. Click the Edit Items button to save the information. (If another screen appears, just close out of the screen.) The employee s information should appear in the vendor section. Click the Batch Data tab at the top of the page to move to the next step. Personnel Expense Transactions - Employee 13

17 BATCH DATA Description - Enter the employee s name and position title. (If recording ESP, indicate in description.) Notes - Enter additional information in this section (ex. start/end dates, temporary employee). Click the Items tab at the top of the page to move to the next step. Personnel Expense Transactions - Employee 14

18 ITEMS Click the blank page symbol (highlighted with a red circle) to start entering information for the transaction. Tab over to Description - Enter description of transaction Ex. Salary for 2012 Ex. Summer salary for 2012 Tab over to Qty - Enter the number 1. (The quantity will always be 1 since you are entering the total amount of the employee s salary.) Tab over to Unit Price Enter the total salary amount and press enter on your computer. If you have entered this information correctly, the total amount of the employee s salary should appear at the bottom of the page. Click the Accounting tab at the top of the page to move to the final step. Note: Summer salaries should be added to the employee s name under the Items tab. If it is a new employee, complete the entire process for employees. Personnel Expense Transactions - Employee 15

19 ACCOUNTING Click the blank page symbol in the account distribution section. Enter the account number that was charged in People Admin. The account number should be entered in the following sequence: Fund, Org, Program, and Object Code. (The object codes for salary are 61200, 61300, and ) Example: Tab over to the percent (%) column Enter 10% Press Enter on your computer. Your transaction is complete! The balance at the bottom of the screen should be with a check mark beside it. If the transaction is not balanced, check the amount on the Items page with the amount on the Accounting page. Personnel Expense Transactions - Employee 16

20 TRANSACTION DATA Transaction Number - Enter the transaction number by using the activity number, the number assigned to the student (1,2,3, etc), and the fiscal year. Ex. 01-GA01-12 (Graduate Assistant) Description Enter the student s name, T-number, and position (Graduate Assistant) Vendor - Enter the student s name, then press Enter on your computer. ( If the graduate assistant is new, you will be prompted to enter the student s information on a different screen.) Click Add to lookup file (Details) to enter the new student s name and address. Click the Edit Items button to save the information. (If another screen appears, just close out of that screen). The student s information should appear in the vendor section. Click the Batch Data tab at the top of the page to move to the next step. Personnel Expense Transactions - Graduate Assistant 17

21 BATCH DATA Description - Enter the student s name and position title. Notes - Enter additional information in this section (ex. start/end dates). Click the Items tab at the top of the page to move to the next step. Personnel Expense Transactions - Graduate Assistant 18

22 ITEMS Click the blank page symbol (highlighted with a red circle) to start entering information for the transaction Tab over to Description - Enter the dates of the students contract Ex. GA 10/01/11-05/25/12 Tab over to Qty - Enter the number 1. (The quantity will always be 1 since you are entering the total amount of the student s salary.) Tab over to Unit Price Enter the total salary amount and press enter on your computer. If you have entered this information correctly, the total amount of the student s salary should appear at the bottom of the page. Click the Accounting tab at the top of the page to move to the final step. Personnel Expense Transactions - Graduate Assistant 19

23 ACCOUNTING Click the blank page symbol in the account distribution section. Enter the account number that was used on the graduate assistantship form. The account number should be entered in the following sequence: Fund, Org, Program, and Object Code. (The object code for a graduate assistant is ) Example: Tab over to the percent (%) column Enter 10% Press Enter on your computer. Your transaction is complete! The balance at the bottom of the screen should be with a check mark beside it. If the transaction is not balanced, check the amount on the Items page with the amount on the Accounting page. Personnel Expense Transactions - Graduate Assistant 20

24 TRANSACTION DATA Transaction Number - Enter the transaction number by using the activity number, the number assigned to the award (1,2,3, etc), and the fiscal year. Ex. 01-Award1-12 Description Enter a description of the transaction Ex. Jane Doe - Tuition Vendor - Enter the student s name, then press Enter on your computer. Click the Batch Data tab at the top of the page to move to the next step. Personnel Expense Transactions - Graduate Assistant Awards 21

25 BATCH DATA Description - Enter the description from the first step. Notes - Enter additional information in this section (ex. start/end dates). Click the Items tab at the top of the page to move to the next step. Personnel Expense Transactions - Graduate Assistant Awards 22

26 ITEMS Click the blank page symbol (highlighted with a red circle) to start entering information for the transaction Tab over to Description - Enter the semester of the award Ex. Fall 2011 Tab over to Qty - Enter the number 1. (The quantity will always be 1 since the total amount of the student s salary is being entered.) Tab over to Unit Price Enter the total amount of the award and press enter on your computer. If you have entered this information correctly, the total amount of the student s award should appear at the bottom of the page. Click the Accounting tab at the top of the page to move to the final step. Personnel Expense Transactions - Graduate Assistant Awards 23

27 ACCOUNTING Click the blank page symbol in the account distribution section. Enter the account number that was used on the student authorization form. The account number should be entered in the following sequence: Fund, Org, Program, and Object Code. (The object code for this transaction is 74710). Example: Tab over to the percent (%) column Enter 10% Press Enter on your computer. Your transaction is complete! The balance at the bottom of the screen should be with a check mark beside it. If the transaction is not balanced, check the amount on the Items page with the amount on the Accounting page. Personnel Expense Transactions - Graduate Assistant Awards 24

28 Scanning Documents to Grant Manager Galaxy Please use the following address to install the document scanner to your computer: 1. Start the DocScan program on your computer 2. Select your scanner Scanning Documents 25

29 3. Click Scan and wait for the system to scan your document(s) 4. When the scanner is done, you can click the Save Scanned File Scanning Documents 26

30 5. Specify a name for the scanned file and press OK. Make sure your account number is in the file name. You may exit document scanner at this time. 6. Locate a transaction in Grant Manager where you want to attach one or more documents and Click the Associated Documents button Scanning Documents 27

31 7. Click the Add button 8. Click the browse button next to the text box to find the file 9. Locate the file you would like to add to the transaction 10. Click OK 11. Click Yes to continue 12. Name of the file should appear under File Name 13. Click Done Scanning Documents 28

32 14. The document is now attached to your transaction, and can be viewed by selecting and clicking View. 15. From the associated documents window, you can also delete associated documents or attach any other kinds of files (word files, spreadsheets, etc.) that are already in your computer. You may add other documents from your computer by going to the C: and saving associated documents in the GM Scans folder. Scanning Documents 29

33 Generating Reports To generate a report, go to the toolbar at the top of the screen File Edit View Data Reports Admin System Window Help Detailed Account Listing Hide Inactive Accounts Click on Reports Click on Detailed Account Listing Click on Hide Inactive Accounts Your Account Number should appear in the box on the left. Click the arrow icon to select the account. The account number will appear in the box on the right. Click Print at the bottom of the gray box to generate the report. A preview of the report will become visible. To print a paper copy of the report, click the printer icon on the toolbar. Generating Reports 30

34 09/20/ :41:59 PM Report format: Detailed Account Listing Include all entries Sorted by Transaction Number [*] in Transaction Description identifies a Blanket Order Account Summary for Account Number: Account Name: Grant Name: Example Principal Investigator: Grant Period: Dr. John Doe 10/01/2011 through 09/30/2012 Total Grant Budget (Direct): Current Expenses (Direct): 500,00 65, Reconciled Expenses: Unreconciled Expenses: 65, Current Balance (Direct): 434, Total Grant Budget (Indirect): Current Expenses (Indirect): Current Balance (Indirect): Total Grant Balance: 434, Encumberances (Blanket Orders): Total Grant Balance (with Encumb): 434, Academic Salaries Transaction Transaction Transaction Transaction Reconciled Unreconciled Total Reconciled Date Number Vendor Description Amount Amount Amount Date 09/19/ Emp01-12 [1] Doe, John John Doe - Director 50,00 50,00 / / Totals for subaccount ,00 50,00 Subaccount Summary for Budget type: Direct Breakdown by Reconciliation Breakdown by Budget Budget 100,00 Budget 100,00 Reconciled Expenses Total Expenses 50,00 Reconciled Balance 100,00 Balance 50,00 Unreconciled Expenses 50, Graduate Assistant Transaction Transaction Transaction Transaction Reconciled Unreconciled Total Reconciled Date Number Vendor Description Amount Amount Amount Date 09/19/ GA01-12 [1] Doe, Jane Jane Doe T Graduate Asst 10,00 10,00 / / Generating Reports 31 Page 1

35 Totals for subaccount ,00 10,00 Subaccount Summary for Budget type: Direct Breakdown by Reconciliation Breakdown by Budget Budget 60,00 Budget 60,00 Reconciled Expenses Total Expenses 10,00 Reconciled Balance 60,00 Balance 50,00 Unreconciled Expenses 10, Supporting Salaries Transaction Transaction Transaction Transaction Reconciled Unreconciled Total Reconciled Date Number Vendor Description Amount Amount Amount Date / / [0] / / Subaccount Summary for Budget type: Direct Breakdown by Reconciliation Breakdown by Budget Budget 60,00 Budget 60,00 Reconciled Expenses Total Expenses Reconciled Balance 60,00 Balance 60,00 Unreconciled Expenses Prof Support Salaries Transaction Transaction Transaction Transaction Reconciled Unreconciled Total Reconciled Date Number Vendor Description Amount Amount Amount Date / / [0] / / Subaccount Summary for Budget type: Direct Breakdown by Reconciliation Breakdown by Budget Budget 50,00 Budget 50,00 Reconciled Expenses Total Expenses Reconciled Balance 50,00 Balance 50,00 Unreconciled Expenses Emp Benefit Bud Pool Transaction Transaction Transaction Transaction Reconciled Unreconciled Total Reconciled Date Number Vendor Description Amount Amount Amount Date Generating Reports 32 Page 2

36 09/20/ Rev01-12 [1] to move $18,500 from to Totals for subaccount ,50-18,50 / / -18,50-18,50 Subaccount Summary for Budget type: Indirect Breakdown by Reconciliation Breakdown by Budget Budget Budget Reconciled Expenses Total Expenses -18,50 Reconciled Balance Balance 18,50 Unreconciled Expenses -18, Travel Budget Pool Transaction Transaction Transaction Transaction Reconciled Unreconciled Total Reconciled Date Number Vendor Description Amount Amount Amount Date 09/19/2011 T [1] Doe, John John Doe - Orlando Fl, 11/05-10/11, IOCE Conference 1,50 1,50 / / Totals for subaccount ,50 1,50 Subaccount Summary for Budget type: Indirect Breakdown by Reconciliation Breakdown by Budget Budget Budget Reconciled Expenses Total Expenses 1,50 Reconciled Balance Balance -1,50 Unreconciled Expenses 1, Operating Exp Bud Pool Transaction Transaction Transaction Transaction Reconciled Unreconciled Total Reconciled Date Number Vendor Description Amount Amount Amount Date 09/19/ Copies-12 [1] TSU Duplicating Charges / / 09/20/ Rev01-12 [1] to move $18,500 from to ,50 18,50 / / 09/19/2011 PR [1] Staples Business Advantage office supplies / / Generating Reports 33 Page 3

37 Totals for subaccount , , Subaccount Summary for Budget type: Direct Breakdown by Reconciliation Breakdown by Budget Budget 165,00 Budget 165,00 Reconciled Expenses Total Expenses 19, Reconciled Balance 165,00 Balance 145, Unreconciled Expenses 19, Tuition & Fees Transaction Transaction Transaction Transaction Reconciled Unreconciled Total Reconciled Date Number Vendor Description Amount Amount Amount Date 09/19/ Award1-12 [1] Doe, Jane Jane Doe - Tuition 3,59 3,59 / / Totals for subaccount ,59 3,59 Subaccount Summary for Budget type: Direct Breakdown by Reconciliation Breakdown by Budget Budget 40,00 Budget 40,00 Reconciled Expenses Total Expenses 3,59 Reconciled Balance 40,00 Balance 36,41 Unreconciled Expenses 3, Equipment Bud Pool Transaction Transaction Transaction Transaction Reconciled Unreconciled Total Reconciled Date Number Vendor Description Amount Amount Amount Date / / [0] / / Subaccount Summary for Budget type: Direct Breakdown by Reconciliation Breakdown by Budget Budget 25,00 Budget 25,00 Reconciled Expenses Total Expenses Reconciled Balance 25,00 Balance 25,00 Unreconciled Expenses Reconciled Unreconciled Total Amount Amount Amount REPORT TOTALS: 65, , Generating Reports 34 Page 4